Job summary

Where required coordinate duties in clinics / departments

To schedule patients into clinics using the criteria set out by the Trust and the clinical speciality,

Processing patient appointment attendance using a variety of hospital information systems

To provide secretarial support touch type from audio and/or copy type from written documentation the following documents: clinic letters; results letters; discharge summaries; medical reports and reports in response to complaints. This requires an understanding of medical terminology, phraseology and medications. Some documents may be of a complex or distressing nature

Main duties of the job

Ensure that clinic letters and discharge summaries are sent out in accordance with the locally agreed time limits Create documents / spreadsheets / reports as required using IT Systems Use Trust systems to input electronic data as required

To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries

Receiving and dealing with telephone enquiries as appropriate

Input and look up data on Trust IT systems in accordance with Trust policy

Arrange appointments as necessary

To assist colleagues as directed by the Supervisor/Line Manager in times of pressure of work

Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department Maintain confidentiality at all times in accordance with Caldicott Guidelines and Data Protection Act

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Details

• Date posted: 12 October 2026
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £25,760 to £27,476 a year
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time, Flexible working
• Reference number: 16076
• Job locations: Trustwide, Mindelsohn Way, Birmingham, West Midlands, B15 2TH, United Kingdom

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person specification:

Experience

Essential

• Experience of dealing with the
• Public/Customer service experience
• Experience of working with a range of
• Microsoft Office packages (eg. Word,
• Excel and Outlook)
• Experience of using IT systems

Desirable

• Experience of working in a busy environment
• Experience of working in Healthcare

Qualifications

Essential

• Good General Education (e.g. GCSE
• English and Maths A-C) GCSE Level 9-4
• Business Administration NVQ level 3 or
• equivalent experience in a clerical
• environment

Desirable

• AMSPAR Certificate/equivalent qualification or
• equivalent knowledge of medical terminology

Additional Criteria

Essential

• Work effectively and flexibly as part of a team to meet the needs of the services
• Confident in dealing with people at all levels
• Must be able to demonstrate an understanding of equality and diversity
• Mature open and flexible approach to work
• Demonstrates care and compassion
• Good inter-personal and communication skills.
• Good organisational skills
• Team Player
• Conscientious
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites

Desirable

• Ability to work under pressure and deal withstressful situations